League Registration for New Leagues Congratulations and thank you for joining Slo-Pitch Ontario for the upcoming season! This Guide has been designed to help guide you through our online registration process and ensure you are all set up for the upcoming season. If at any time you have any questions you can always email us directly at spoa@slopitch.org or call us at (905) 646-7773. This Guide assumes that: 1. You are already an existing user to the SPO Member Registration System ( MRS ); if you have not yet registered as a user, please see our Guide on New User Registration for help on how to get started. 2. Your league was not registered with SPO last season. The registration database allows leagues to bring forward their information from year to year and avoid entering all of the team information again. If you are a returning league please see our Guide on transferring your league to this season. Figure 1 - Login Screen Login with your Username and Password on the SPO MRS. If you have forgotten your username or password you can click on Forgot your username or password? in the Login area to recover them online. Do not create a New User profile if you already have one with SPO from previous seasons. 1 League Registration for New Leagues Slo-Pitch Ontario
Figure 2 - Home Screen From your Home screen click on the blue Create League link under the Quick Links tab. Figure 3 - Create new league *The League data you enter on this screen will be available for SPO Admin to search so please ensure accuracy. See Figure 4 below for information on setting up your league s Divisions Enter your League Name. You can change the League President by clicking on the blue Edit button and selecting the appropriate Member. You can also assign a League Secretary who will have access to league-based information on their Home screens as well. League Secretaries will not have the option to transfer the league over next season. Select the City that your League will represent from the drop-down menu. 2 League Registration for New Leagues Slo-Pitch Ontario
The Venue can be the sports complex or diamonds that the League regularly uses. Select which days your League will play on. (This helps us if someone contacts us looking for leagues in your area.) If your League has its own website you can enter it under Website URL. If your League will be insured for the season please make sure that the checkmark is selected under the Will the teams be insured? Option. o If your league teams are not taking the insurance, the additional Insurance-based information will not be seen on the screens anymore. For insurance purposes, you can enter in any Additional Insured entities that you want for your League, including any cities, schools, complexes that have requested to be added to the insurance. Spaces for the Vice- President, Treasurer and any other Executive Members are also provided. This is the information that will be listed on the League s Insurance Certificate. Select where you want the League Package sent under Team Packages Address. (Every League that registers with SPO receives a League Package for the Teams.) o The drop-down list will allow you to select the League President, the Vice-President, or a different shipping address all together. Figure 4 - League Divisions To add Divisions to your League click on the blue New Division button. o You can add as many Divisions as needed by continuing to click the New Division button. You can add a name to the Division; this is a free text field that allows you to call your Divisions anything you want. For example: sponsor names, favorite beverages, alphabet, etc. 3 League Registration for New Leagues Slo-Pitch Ontario
There are two mandatory fields with every Division - Gender and Team Level. The rest of the fields can be completed if applicable but if left blank will not restrict the Division at all. Select the Gender of the division, Mens, Coed or Womens Select the Team Level from the drop-down menu. o The levels coincide with SPO s ratings with A being the highest level and E being Recreational level. If you select Coed from the Gender drop-down you will also have the option to enter in the minimum number of men and women for the Coed team ratio. This is where you can define the style of Coed being played - 6/4 or 5/5, if you choose. If you enter an Age Category, the Division name will automatically add the Masters label for ages greater than 35+. Figure 5 - Roster Validation Rules The Roster Validation Rules are for Leagues that want to control the Minimum and Maximum number of Players any one team can put on a Roster. If you leave this as zero it will be unlimited. The Checkbox beside Enforce Team Validation will force any Team entering in your League to make sure they comply with your Roster Validation Rules. The Roster Lock Date allows you to set a date in which the Rosters for your League will be closed /locked. After this date, Team Contacts will not have the ability to adjust their Rosters. Once you have finished entering your League information click on the blue Submit for Processing button. 4 League Registration for New Leagues Slo-Pitch Ontario
Figure 6 - League Pending Sanctioning You will be brought back to your League Home screen and you will see a green Success message saying that your League was successfully created and you will get a notification once SPO has approved your League. In the meantime, you can begin to add Teams to your League. Figure 7 Managing League teams On your League Home screen, the Registered Teams area at the bottom is where you manage all of your League teams including adding Teams, removing Teams and Team Rosters. To manually add a Team to the League click on the green plus ( + ) symbol Add Team under the Registered Teams section. To remove a Team from your League you can highlight the Team and click on the red minus ( - ) symbol Remove Team. To view a Team s Roster you can highlight the Team in question and click on Roster Details. The Download button provides an Excel format list of all of the Teams in the League including the Team Contacts and Alternate Team Contacts The Download Detailed report provides you with an Excel format list of all the Teams in the League, including their full Roster information. 5 League Registration for New Leagues Slo-Pitch Ontario
Figure 8 - Adding new League Team When adding Teams to a League it s important to search the database to see if they have already been registered with SPO. o Finding registered teams will prevent you from having to potentially pay SPO membership fees more than once for that team. You can search for Teams based on any combination of their Team Name, SPO Team Id number and last year s Team Name. When searching based on Team Name be aware of possible spelling combinations and options that could have been used, like a z for an s. The Search field is capable of searching for parts of a name as well, i.e. searching for SLO would find all teams that start with those 3 letters. If your search finds the team you are looking for you can highlight it and click on the Select Team on the grey Team Details table to add them to your League. If you cannot find the team you are looking for you can still add them to your League by clicking on the grey Create New Team bar at the bottom of the Screen. This will create a new team record in the SPO database. 6 League Registration for New Leagues Slo-Pitch Ontario
Figure 9 - Creating a new Team Enter in the name of the New Team and, if available, Last Year s Team Name Select the Division of play for this Team o Only the Divisions that are part of your League will be listed as options You must also select a Team Contact for this New Team by clicking on the blue Select Member button. Figure 10 - Select Team Contact A pop-up window will appear where you can search for the Team Contact by selecting their First and Last Name. o To minimize duplication, please search as many name variants as possible. For example, Steve and Stephen, Rob and Robert, and for last names, Mc and Mac. 7 League Registration for New Leagues Slo-Pitch Ontario
Figure 11 Contact Found If your search finds a Member that is the Team Contact, highlight them and click on the green plus ( + ) symbol Select Member and this will add that Member to the Team as the Primary Contact. If your search fails to find the Team Contact you can create a New Member clicking on the blue Create New Member button on the bottom of the page. Figure 12 - Creating a new Team Contact 8 League Registration for New Leagues Slo-Pitch Ontario
Fill in the Team Contact s First and Last Name along with their email address and click on the blue Continue button. The SPO System will automatically send that person an email message instructing them on how to log into the SPO System and complete their individual registration and take ownership of their Team. Figure 13 - Update Create team page Whether you selected an Existing Member or created a new one, when you come back to the Create New Team page that Member will now be listed as the Team Contact. To now add that Team to your League you must click on the blue Add Team button. Figure 14 - Updated Registered League teams 9 League Registration for New Leagues Slo-Pitch Ontario
Your Registered Teams list should now include all of the Teams you have added to your League. You are able to add Teams at any time. On the table you can see the Team Name, Team Contact, which Division they play in, the number of Players on their Roster, whether the Team has been registered with SPO (paid for) and the date that their Team Kit was issued to them. (As a League Director you will need to pay the Membership Fees for any Teams not already registered with SPO.) To submit this payment, click on the blue Submit Payment button directly above the Registered Teams table. Figure 15 - Paying for league teams This screen will display all of the Teams added to your league that are not currently registered SPO Members. You can uncheck any Team that you do not want to pay for at this time. o Any unchecked teams will continue to appear as unregistered on the Team Details page and you can complete this process as many times as you need until all of your Teams have been registered and paid for. Once you have verified that only the Teams you wish to pay for have a checkmark beside them, you can click on the blue Proceed to Checkout button. Figure 16 - Order Details 10 League Registration for New Leagues Slo-Pitch Ontario
The Order Detail screen will list all of the Teams you are paying for and the fee associated with the Membership level. Confirm that all the requested Teams are present and that the Membership Fee is correct and press the blue Checkout button. Figure 17 - Payment Options Fill in the payment information by selecting either Credit Card or payment by Cheque and the rest of the corresponding information and then press the blue Proceed with Payment button. Figure 18 - League Payment receipt You will receive an email receipt of your transaction and you can also print another copy from the Order Receipt screen. 11 League Registration for New Leagues Slo-Pitch Ontario
Click on the blue Continue button to return to your League Home screen. You should now see checkmarks beside all of your Registered Teams that have been paid for. Figure 19 Insurance Certificate Request If you require an Insurance Certificate, you can click on the Request Certificate button and a request with the information that you included in the General League Information area will be processed and sent to you once it is approved. If required, you can adjust the Additional Insured by clicking on the Edit League button. We hope this Guide has been helpful. As always, should you need any help on this, or anything else, please feel free to contact us at spoa@slopitch.org or at (905) 646-7773. 12 League Registration for New Leagues Slo-Pitch Ontario